Electronic acknowledgment of receipt of inventory

ABSTRACT

A method for tracking status of an inventory shipment sent to a recipient includes monitoring whether the recipient has transmitted an electronic acknowledgment of the status of the shipment; and automatically transmitting a message to the recipient requesting acknowledgment of receipt of inventory if the electronic acknowledgment is not transmitted by the recipient within a first predetermined amount of time.

TECHNICAL FIELD

[0001] The present invention relates to the distribution of and trackingof inventory used for providing financial services.

BACKGROUND ART

[0002] A financial services firm may have a host computer incommunication with a plurality of terminals that are distributed over alarge area (e.g., nationwide). Such terminals are typically operated byagents so as to provide financial services to customers, such as moneytransfer transactions and preparation of negotiable instruments. Thefinancial services firm may also send preprinted financial documents tothe agents for use in preparing negotiable instruments requested bycustomers.

[0003] A problem associated with sending preprinted financial documentsto an agent is that the financial services firm may not know whether theagent has received the documents. The financial documents could becomelost, they could get into the wrong hands, or the agent could simplyforget to inform the financial services firm that a particular shipmenthas been received. Obviously, many collateral problems may result fromnot knowing the whereabouts of a particular financial document shipment.If the shipment ends up in the wrong hands, for example, fraudulentmoney orders may be created, which could result in large financiallosses for the financial services firm.

[0004] One solution for addressing the above-identified problem involvesrequesting the agent to sign and remit a confirmation receipt, such as apost-card, for the financial document shipment. While this solution iseffective in most cases, it does not provide the financial services firmsufficient control over the agents to ensure timely remittance of anacknowledgment of receipt of inventory. Consequently, many shipments aresent to agents without confirmation that the shipments were actuallyreceived.

[0005] Therefore, there exists a need for a new and improved method andsystem for tracking status of inventory shipments, and for acknowledgingreceipt of such shipments at remote agent locations.

DISCLOSURE OF INVENTION

[0006] The present invention addresses the shortcomings of the prior artby providing a method and system for electronically communicating statusof an inventory shipment sent by a sender to a recipient. The presentinvention further provides the sender the capability of encouraging therecipient to acknowledge receipt of the inventory.

[0007] Under the invention, a method for tracking status of an inventoryshipment sent to a recipient includes monitoring whether the recipienthas transmitted an electronic acknowledgment of the status of theshipment; and automatically transmitting a message to the recipientrequesting acknowledgment of receipt of inventory if the electronicacknowledgment is not transmitted by the recipient within a firstpredetermined amount of time.

[0008] The monitoring step may include monitoring whether the recipienthas transmitted, via a terminal, the electronic acknowledgment to a hostcomputer in communication with the terminal. The method may also includeinhibiting operation of the terminal if the recipient does not print themessage within a second, predetermined amount of time. Furthermore, themethod may include restoring operation of the terminal after therecipient prints the message.

[0009] Alternatively or supplementally, the method may includeinhibiting operation of the terminal if the recipient does not respondto the message within a second, predetermined amount of time. Inaddition, the method may include restoring operation of the terminalafter the recipient responds to the message.

[0010] Because the method may include inhibiting operation of a terminaldisposed at the recipient's location, the method provides a sender ofthe inventory shipment the ability to encourage the recipient toacknowledge receipt of the inventory shipment.

[0011] Further under the invention, a method for tracking an inventoryshipment sent to a recipient includes providing the recipient with ameans to electronically communicate a status of the inventory shipmentto a sender of the inventory shipment. Preferably, the providing stepincludes providing the recipient with a terminal for electronicallycommunicating the status of the inventory shipment. Furthermore, themethod may include inhibiting operation of the terminal if the recipientdoes not communicate the status of the inventory shipment within apredetermined amount of time.

[0012] A system for tracking status of an inventory shipment sent to arecipient is also provided. The system includes a host computer forreceiving an electronic acknowledgment of receipt of inventory from therecipient. The host computer is operable to automatically transmit amessage to the recipient requesting acknowledgment of receipt ofinventory if the electronic acknowledgment is not received within afirst predetermined amount of time.

[0013] The system may also include a terminal in communication with thehost computer, wherein the terminal is operable to transmit theelectronic acknowledgment to the host computer and to receive themessage from the host computer.

[0014] These and other objects, features, and advantages of the presentinvention are readily apparent from the following detailed descriptionof the best mode for carrying out the invention when taken in connectionwith the accompanying drawings.

BRIEF DESCRIPTION OF DRAWINGS

[0015]FIG. 1 is a block diagram illustrating a system according to thepresent invention for sending an inventory shipment to an agentlocation, and for confirming receipt of the inventory shipment; and

[0016]FIG. 2 is a flow chart illustrating operation of a methodaccording to the invention for tracking status of an inventory shipmentsent to the agent location.

BEST MODE FOR CARRYING OUT THE INVENTION

[0017] With reference to FIG. 1, a system 10 is shown for transportinginventory from a sender, such as financial services firm 12, to arecipient, such as an agent location 16. The financial services firm 12is in communication with a distribution center 14 and the agent location16 via one or more communication networks, such as communication network18. Communication network 18 may be any suitable network such as a localarea network, a wide area network, a dial-up network, the Internet, awireless network or any combination thereof. Technologies such as highspeed fiber optics, coaxial cable and/or twisted copper pair cabling maybe used to create the communication network 18.

[0018] The financial services firm 12 has a host computer 20 formanaging inventory. Such inventory may include, for example, supplies,printer ribbons, signage, transaction forms, and/or negotiableinstrument forms that are processed by an agent at agent location 16 tocreate negotiable instruments, such as money orders, gift certificatesor vendor payments. Further, host computer 20 is configured to send dataover communication network 18 to distribution center 14 so as to requestcertain tasks of the distribution center 14. For example, host computer20 may send a request to distribution center 14 to send an inventoryshipment to agent location 16, as explained below in greater detail.

[0019] Typically, the distribution center 14 is a warehouse facility forhandling and storing inventory used in the financial services business.The distribution center 14 may be owned and/or operated by the financialservices firm 12, or it may be an independent entity. Generally, thedistribution center 14 may engage a courier service 24, such as FederalExpress® or United Parcel Service®, to transport inventory to the agentlocation 16.

[0020] Agent location 16 includes a terminal 22, which may be providedand/or owned by the financial services firm 12, and is configured tocommunicate with host computer 20 via communication network 18.Furthermore, terminal 22 is preferably, but not necessarily, configuredto process sale transactions and/or to print negotiable instruments. Inone embodiment of the invention, terminal 22 is a point of saleterminal, such as an FDX-400® device available from First DataCorporation of Englewood, Colo. Alternatively, terminal 22 may be anysuitable device that is configured to communicate with the host computer20, such as a personal digital assistant device (PDA), personal computer(PC), or automated teller machine (ATM). The terminal 22 may alsoinclude a web browser and/or other Internet software/hardware, so as tocommunicate with host computer 20 via the Internet.

[0021] Terminal 22 is configured to receive input from the agent througha keypad 23. Alternatively or supplementally, the terminal 22 mayinclude any suitable device for receiving input, such as a bar codescanner, MICR scanner, OCR scanner, voice recognition or response unit,or third party interface. Additionally, terminal 22 has a display screenfor displaying information generated by or input into the terminal 22,and/or generated by the host computer 20. Preferably, terminal 22 alsoincludes a printer (not shown) for printing messages, financialdocuments such as negotiable instruments, and the like.

[0022] As explained above, host computer 20 and terminal 22 areconfigured to communicate with each other via communication network 18.For example, one message that may be sent to the host computer 20 fromterminal 22 is an acknowledgment of receipt of a shipment of inventory.An example of a message that may be sent from host computer 20 toterminal 22 is an instruction to insert paper into the printer in orderto print a message from the host computer 20. This allows a long messageto be communicated to the agent that would be impractical to display onthe display screen of terminal 22. The host computer 20 may also beoperative to monitor the terminal 22 to determine whether or notmessages sent by the host computer 20 have been printed by the terminal22.

[0023] Referring now to FIG. 2, operation of a method for trackingstatus of inventory shipped by financial services firm 12 to agentlocation 16 is illustrated, in accordance with the present invention.First, the financial services firm 12 initiates an inventory shipment toagent location 16. For example, host computer 20 may be used to send aninventory file to the distribution center 14 via communication network18, as indicated at block 30. The inventory file contains an itemizedlist of all of the items or inventory the financial service firm 12desires to be shipped to the agent location 16. Such items may include,for example, negotiable instrument forms, supplies, printer ribbons,signage, transaction forms, etc. The inventory file may also containother information such as shipment number and a desired shipment date.Alternatively, the shipment may be initiated in any suitable manner.

[0024] As further indicated at block 30, the host computer 20 may alsosend a copy of the inventory file to a receipt confirmation database.The receipt confirmation database may be part of the host computer 20,or it may be a separate database that is accessible through the hostcomputer 20.

[0025] The distribution center 14 receives the inventory file from thehost computer 20, and ships the inventory via courier 24, as representedby block 32. The financial services firm 12 may also send a message ornotice to the terminal 22, via the host computer 20, indicating that theshipment has been sent. At block 34, an agent at agent location 16accepts the shipment from the courier 24.

[0026] At block 36, the host computer 20 reviews the receiptconfirmation database to determine whether the agent has acknowledgedreceipt of the inventory via terminal 22. The agent may acknowledgereceipt of the inventory by using terminal 22 to send an electronicacknowledgment of receipt of inventory (EARI) to the receiptconfirmation database, as indicated by blocks 38, 40 and 42. The EARI isa message that preferably contains identifying information correspondingto the shipment, such as shipment number, shipment date and/or a list ofinventory received.

[0027] Next, the receipt confirmation database reconciles or otherwisecompares the EARI with the inventory file sent by host computer 20, asindicated at block 42. If the EARI corresponds with the inventory filesent by host computer 20, the shipment is marked received and is storedin an inventory reconciled and archived database, as represented byblock 44. The inventory reconciled and archived database may be part ofthe host computer 20, or it may be a separate database that isaccessible through the host computer 20.

[0028] However, if the agent does not acknowledge receipt of theshipment using terminal 22, the host computer 20 automatically sends arequest for acknowledgment of receipt of inventory notification ormessage to the terminal 22 after a predetermined, configurable amount oftime, such as seven days from shipment of the inventory, as representedby block 46. If the message is not printed by terminal 22 within apredetermined amount of time, such as two days after the terminal 22 hasreceived the message, then the host computer 20 may inhibit operation ofthe terminal 22 or completely disable the terminal 22, until the messageis printed, as represented by blocks 48 and 50. For example, the hostcomputer 20 may send a disable code or command to the terminal 22, whichcauses the terminal 22 to become partially or fully disabled. As aresult, the terminal 22 may be rendered inaccessible to the agent fortransacting business or otherwise performing tasks, such as processingsales transactions, processing voids, printing documents, etc.Preferably, however, the terminal 22 retains the ability to print themessage. If the terminal 22 later prints the message, then the hostcomputer 20 may automatically restore full operation of the terminal 22,such as by sending a suitable code or command to the terminal 22.

[0029] Alternatively or supplementally, the terminal 22 may beprogrammed or otherwise configured to automatically inhibit operation ofitself, or completely disable itself, if the terminal 22 is not directedor otherwise instructed by the recipient to print the message within apredetermined amount of time, such as two days after the terminal 22 hasreceived the message. For example, the terminal 22 may include aninternal tracking system that tracks message print status upon receiptof the message. If the message is not printed by the terminal 22 withinthe predetermined amount of time, the tracking system may cause theterminal 22 to become partially or fully disabled. Again, however, theterminal 22 preferably retains the ability to print the message. If theterminal 22 is then instructed to print the message, the tracking systemmay automatically restore full operation of the terminal 22.

[0030] After the message has been printed, the host computer 20 thendetermines whether the agent has responded to the message, as indicatedat block 52. If the agent does not respond to the message within apredetermined amount of time, such as one day after printing themessage, the host computer 20 may automatically inhibit operation ofterminal 22, or completely disable terminal 22, as represented by block54. At block 56, the agent may then be required to call the financialservices firm 12 to reactivate the terminal 22, or otherwise restoreoperation of terminal 22 through host computer 20. For example, the hostcomputer 20 may cause the terminal 22 to display a message directing theagent to call the financial services firm.

[0031] Alternatively or supplementally, the host computer 20 mayautomatically list the shipment or any items of the shipment, such asnegotiable instrument forms, in a “watch list.” If any of suchnegotiable instrument forms are later prepared as negotiable instrumentsand presented for settlement through the host computer 20, the hostcomputer 20 may automatically flag the shipment or any portion of theshipment for investigation.

[0032] Next, the financial services firm 12 investigates the missingshipment as indicated at block 58. After determining the whereabouts ofthe shipment, the financial services firm 12 may then update theinventory reconciled and archived database at block 44, and reactivatethe terminal 22, if appropriate to do so.

[0033] Alternatively, if the agent does respond to the message andprovides an EARI using the terminal 22, the process will continue aspreviously described, as represented by blocks 52, 60 and 38. Theshipment will also be marked as received by the host computer 20, andwill be stored in the inventory reconciled and archived database, asrepresented by block 44.

[0034] The agent may also use terminal 22 to acknowledge that theshipment has not been received. This would typically be accomplishedthrough a series of key strokes using keypad 23. However, if the agenthas printed the message but believes that the shipment was not received,the agent may then be required to call the financial services firm 12,as represented by block 62. Furthermore, the host computer 20 mayautomatically flag the shipment or a portion of the shipment as missingif the agent does not respond to the message. The financial servicesfirm 12 then performs an investigation to determine the whereabouts ofthe shipment, as represented by block 58. Once the investigation isconcluded, information regarding the shipment is stored in the inventoryreconciled and archived database, as represented by block 44.

[0035] If the shipment or any portion of the shipment has not beenacknowledged as received, but the terminal 22 or other device at theagent location 16 transmits a sale on an item included in the shipmentor portion of the shipment, then the host computer 20 may automaticallymark the shipment or portion of the shipment as received in theinventory reconciled and archived database.

[0036] Because the status of inventory shipments can be tracked andacknowledged electronically, the method and system of the invention aremore efficient and accurate than prior methods and systems. Furthermore,because the host computer 20 and/or terminal 22 may automaticallyinhibit operation of the terminal 22 if proper steps are not followed,the financial services firm 12 can encourage the agent location 16 toacknowledge receipt of inventory shipments.

[0037] While embodiments of the invention have been illustrated anddescribed, it is not intended that these embodiments illustrate anddescribe all possible forms of the invention. Rather, the words used inthe specification are words of description rather than limitation, andit is understood that various changes may be made without departing fromthe spirit and scope of the invention.

What is claimed is:
 1. A method for tracking status of an inventoryshipment sent to a recipient, the method comprising: monitoring whetherthe recipient has transmitted an electronic acknowledgment of the statusof the shipment; and automatically transmitting a message to therecipient requesting acknowledgment of receipt of inventory if theelectronic acknowledgment is not transmitted by the recipient within afirst predetermined amount of time.
 2. The method of claim 1 wherein themonitoring step comprises monitoring whether the recipient hastransmitted, via a terminal, the electronic acknowledgment to a hostcomputer in communication with the terminal.
 3. The method of claim 2further comprising inhibiting operation of the terminal if the terminaldoes not print the message within a second, predetermined amount oftime.
 4. The method of claim 3 further comprising restoring operation ofthe terminal after the recipient causes the message to be printed by theterminal.
 5. The method of claim 2 further comprising inhibitingoperation of the terminal if the recipient does not respond to themessage within a second, predetermined amount of time.
 6. The method ofclaim 5 further comprising restoring operation of the terminal after therecipient responds to the message.
 7. The method of claim 2 furthercomprising transmitting a notice to the terminal indicating that theshipment has been sent.
 8. A method for tracking status of an inventoryshipment sent to a recipient, the method comprising: monitoring whetherthe recipient has transmitted, via a terminal, an electronicacknowledgment of the status of the shipment to a host computer incommunication with the terminal; automatically transmitting a messagefrom the host computer to the terminal requesting acknowledgment ofreceipt of inventory if the recipient does not transmit the electronicacknowledgment within a first predetermined amount of time; inhibitingoperation of the terminal through the host computer if the terminal doesnot print the message within a second, predetermined amount of time;automatically restoring operation of the terminal after the terminalprints the message if operation of the terminal has previously beeninhibited for failure to print the message; and automatically disablingthe terminal through the host computer if the recipient does not respondto the message within a third, predetermined amount of time.
 9. A methodfor tracking an inventory shipment sent to a recipient, the methodcomprising: providing the recipient with a means to electronicallycommunicate a status of the inventory shipment to a sender of theinventory shipment.
 10. The method of claim 9 further comprisingmonitoring whether the recipient has communicated the status of theinventory shipment.
 11. The method of claim 10 wherein the monitoringstep comprises determining whether the recipient has communicated thestatus of the inventory shipment within a predetermined amount of time.12. The method of claim 9 further comprising transmitting a notice tothe recipient indicating that the shipment has been sent.
 13. The methodof claim 9 wherein the providing step comprises providing the recipientwith a terminal for electronically communicating the status of theinventory shipment, and wherein the method further comprises inhibitingoperation of the terminal if the recipient does not communicate thestatus of the inventory shipment within a predetermined amount of time.14. The method of claim 13 further comprising restoring operation of theterminal after the status of the inventory shipment has beencommunicated to the sender.
 15. A system for tracking status of aninventory shipment sent to a recipient, the system comprising: a hostcomputer for receiving an electronic acknowledgment of receipt ofinventory from the recipient, the host computer being operable toautomatically transmit a message to the recipient requestingacknowledgment of receipt of inventory if the electronic acknowledgmentis not received within a first predetermined amount of time.
 16. Thesystem of claim 15 further comprising a terminal in communication withthe host computer, the terminal being operable to transmit theelectronic acknowledgment to the host computer and to receive themessage from the host computer.
 17. The system of claim 16 wherein theterminal is further operative to automatically inhibit operation of theterminal if the terminal is not instructed to print the message within asecond, predetermined amount of time.
 18. The system of claim 17 whereinthe terminal is further operative to automatically restore operation ofthe terminal after the terminal is instructed to print the message. 19.The system of claim 16 wherein the host computer is further operable toinhibit operation of the terminal if the recipient does not print themessage within a second, predetermined amount of time.
 20. The system ofclaim 19 wherein the host computer is further operable to restoreoperation of the terminal after the terminal prints the message.
 21. Thesystem of claim 16 wherein the host computer is further operable toinhibit operation of the terminal if the recipient does not respond tothe message within a second, predetermined amount of time.
 22. Thesystem of claim 21 wherein the host computer is further operable torestore operation of the terminal after the recipient responds to themessage.
 23. The system of claim 16 wherein the host computer is furtheroperable to transmit a notice to the terminal indicating that theshipment has been sent.
 24. A system for tracking status of an inventoryshipment sent to a recipient, the system comprising: a terminal fortransmitting an electronic acknowledgment of receipt of inventory; and ahost computer in communication with the terminal for receiving theelectronic acknowledgment, the host computer being operable to transmita message to the terminal requesting acknowledgment of receipt ofinventory if the electronic acknowledgment is not received within afirst, predetermined amount of time, the host computer further beingoperable to inhibit operation of the terminal if the terminal does nottransmit the electronic acknowledgment within a second, predeterminedamount of time.